1. User Management
User management in MyRA is handled by organization administrators and applies to both Farms and Supply Chain Organizations. It ensures that the right team members have access to the right tools and services based on their role.
Admins can invite users and assign roles related to any key area of the platform - certification, traceability, claims, or data entry so each person can contribute where needed.
In this section, you’ll learn how to:
Invite team members to your organization
Assign roles
Update user permissions as your needs evolve.
Setting up user access correctly from the start supports secure collaboration, smooth workflows, and compliance with Rainforest Alliance requirements.
User and Organization Management is performed in two areas in MyRA, you can access these areas through your Organization Tab for the organization as a whole or your Profile tab for your personal info and account.
1.1 Editing your own profile
You can specify your preferred language using the dropdown list from the icon next to your profile.
When clicking on your profile icon at the top right of the page you will be presented with a drop-down list.
In this section of the platform, you can review the official legal documents that govern your use of MyRA and its connected services. The documents are listed in the left-hand panel.
Click any item in the menu to view its full content. These documents outline your rights, responsibilities, and how your data is handled. Users are encouraged to review each document carefully during registration and can revisit them at any time through the navigation panel.
Note: If a Certificate Holder needs to change the legal name of their organization, they should contact Rainforest Alliance Customer Success, and once the request is made, they must also inform their Certification Body of the pending change.
1.2 Add new members to an existing organization
To invite new team members to join your organization in MyRA, follow these steps:
Step 1: Go to the Organization Tab
From your dashboard, click on the “Organization” tab in the top navigation bar.
You will be directed to the Members page.
Here, you can:
Review the list of current Organization members
View any pending invitations that have not been accepted yet
Step 2: Invite a New Member
To invite someone new, click the “+ Invite Members” button at the top right of the page.
A new input field will appear where you can:
Enter the user’s email address
Assign their role by selecting from the dropdown menu:
Member – A standard user with access to assigned platform areas (e.g. certification, traceability, claims)
Admin – Has additional permissions to manage users, assign roles, and update organizational settings
Once you’ve filled in the details, click “Add.” You will see a confirmation that the invite was sent, and the user will receive an email titled "Invitation to join organization". This email contains a link to accept the invitation.
The invited user will then follow the standard registration process to create their MyRA profile.
Note: For a detailed walkthrough of the registration steps, refer to this link.
Optional: Leaving an organization
If you need to remove yourself from the organization, you can click the “Leave Organization” button at the top right of the Members page. Be sure another Admin remains in place to manage the team if you’re the current administrator.
1.3 Setting a User's Roles
Once a user has registered on your organization, you can assign them the appropriate role(s) based on the tasks they need to complete in MyRA. Roles control which parts of the platform each user can access, such as Certification, Claims, Traceability, or Finance.
Step 1 - Go to the Organization Tab
From your dashboard, click on the “Organization” tab at the top. You’ll land on the Members page, where you can see all users linked to your organization.
Step 2- Open the Edit Roles Panel
Find the user you want to update and click the pencil icon next to their name. This opens the Edit Roles panel.
Here you’ll see a list of all platform areas that support role-based access, including:
MyRA Portal
Traceability
Claims
CFI (Farm Data)
Finance
Legal
Certification
Step 3 - Assign the Appropriate Role(s)
For each functional area, expand the section to view available user roles. Check the applicable box next to the role(s) the user should have.
You can assign multiple roles to a single user, depending on their responsibilities.
Step 4 - Save Your Changes
Once you’ve selected the appropriate roles, scroll down and click “Save Changes”. The user’s access will be updated immediately. You can discard the changes by clicking the Cancel button.
Only Administrator users can assign or change roles for other users. Administrators also cannot edit their own Administrator role, another administrator will have to do that for them.
For information about user roles please see the guide “Getting Started With MyRA for All Users”.
2. Organization Management
The Organization Management section in MyRA can be accessed by clicking the tab at the top of the dashboard.
This is where you manage key information about your organization, including your structure, users, roles, legal agreements, and sites.
This section is essential for ensuring your setup aligns with how your organization operates in real life. It also helps the Rainforest Alliance understand your scope and activities.
2.1 Editing Organization Details
To update your organization’s information in MyRA, start by clicking the “Organization” tab from your dashboard. You’ll land on the Members page. From there, navigate to “Organization Details” in the left-hand menu.
This section displays your organization’s General Information, the same details you entered during the initial setup. You’ll also see other editable sections in the left-hand panel. You can make updates by clicking into each section and following the steps below.
Details Page
Here, you can update your organization’s basic information.
Edit any of the following fields as needed:
Name of the organization
Legal name of the organization
Organization National ID (if applicable)
Main phone number
Website URL (optional)
Click “Next” to save your changes.
Visiting Address Page
This is the complete address for your main office or headquarters where certification bodies can visit, or correspondence can be sent to you. You can edit or replace the address as and when needed.
Once updated, click “Next” to save.
Billing Contact Page
In this section, you can:
Enter or update the billing contact email address for correspondence
Provide a billing address that needs to be reflected on financial documents
If your billing address is the same as your visiting address, simply click “Copy Visiting Address” to apply it automatically and save yourself time.
Click “Next” to save your updates.
Functions Page
Use this section to define what your organization does. Over time, your activities may expand or change, this is where you can update your declared functions.
You may select more than one function if applicable
Functions include options like Farm, Supply Chain Organization, Retailer, or Design Agency
Note: Choosing the correct functions is important as it determines how your organization interacts with Rainforest Alliance systems and services.
If you’re unsure which functions apply to your organization, refer to this article for detailed descriptions.
2.2 Organization Hierarchy
In MyRA, the Hierarchy feature allows you to model your real-world organizational structure, whether that means a single parent company overseeing multiple entities, or a network of related organizations with shared responsibilities. This allows parent organizations to visibility into Sub-organization setup and certification information.
This is especially useful for businesses with:
Regional offices or divisions
Certified suppliers or affiliates
Multiple operating units under a shared license or program
A Parent Organization typically represents the main legal entity or headquarters. It may oversee certification, licensing, and platform access for related units.
A Sub-Organization is any entity connected to the parent (such as a farm group, regional office, or affiliated company) that operates under its guidance or ownership.
Follow the steps below to create or connect organizations in your hierarchy.
Step 1: Go to the Hierarchy section
From your dashboard, click on the “Organization” tab.
In the left-hand menu, select “Hierarchy.”
Here you’ll see your current structure, including any existing Parent or Sub-Organizations.
Step 2: Add a new Organization
Click the “+ Add Organization” button in the top-right corner.
A window will appear asking you to define:
If it is a new organization is a Parent or Sub-Organization
If it is an existing organization already in MyRA or a new one you want to create
Once the above is defined click the yellow “Connect/Create organization” in the bottom right to proceed.
Step 3 - Link or Create the Organization
You now have two options:
To link an existing organization:
Search for the organization by typing in the name
Search the list of organizations and select the correct one
Click “Connect organization”
You will be presented with a pop-up to confirm your choice either click “confirm” to proceed or “Go Back” to cancel.
The specified organization Administrator will then receive an email invite to approve or reject the connection
To create a new organization:
Select “New organization”
Specify the name of this new organization
Click “Create a new organization”
You will then be prompted to complete the necessary organization details as per the section for “Editing Organization Details”
Step 4: Confirm connection to organization
To complete the process, click the “Confirm” button in the pop-up window.
If you’re linking to an existing organization, an invitation will be sent to that organization’s Administrator for approval.
If you’re creating a new organization, you’ll be prompted to complete its basic setup by entering the required company details.
Note: If you need help with creating the new organization see the “Creating a New Organization guide”
Selecting Your Organization
If you would like to know or change the organization you are currently managing you can simply click the organization name at the top of your dashboard and see which name has the check mark next to it. Ensure the relevant name is marked.
2.3 Legal Documents & License Agreement
Within the Organization tab in MyRA, you’ll find sections in the left panel that reference your organization’s legal relationship with Rainforest Alliance services.
These sections provide visibility into the agreements associated with your use of the platform and help ensure that your organization operates in alignment with Rainforest Alliance requirements.
Legal Documents Section
This section provides an overview of the legal agreements your organization has engaged with throughout its use of the platform. It is informational only; there is no functionality to edit or manage documents here. You will only see the documents applicable to your organizational type i.e specific to Farm or Supply Chain Organization.
In this view, you can:
Review which platform services your organization has accepted terms for
See a record of legal acknowledgments made during setup or service activation
License Agreements Section
This section contains the Rainforest Alliance License Agreement, which outlines the terms under which your organization engages with the Rainforest Alliance. It represents the formal agreement between your organization and Rainforest Alliance regarding the use of certification and other services offered through the MyRA platform.
This agreement:
Is reviewed and accepted by an authorized user when the process is first initiated
Must remain active and up to date to maintain your certification status
Is a pre-requisite for submitting your Certification Application Form (CAF), proceeding to audit, or accessing related certification tools
Note: The license agreement is only applicable if you are working with claims. If your organization does not involve claims processing, you can disregard this section.
To accept a license agreement, follow these steps below.
Navigate to the Organization tab at the top of the dashboard
Click on the License Agreement tab in the left panel
Click the button “Sign a License Agreement”
On the next page click the check box to confirm you have read the the License Agreement document
Then proceed to click the “Accept License Agreement” button at the bottom right of the page
You can then view the accepted license agreement in the License Agreement page of the Organization dashboard
3. Still need help?
If you require further assistance or have question about any of these topics above, please contact Customer Success at customersuccess@ra.org